Tender Dossier – Supply – Biodiversity
Sofia, Bulgaria
Letter of invitation to tender
Our ref.: EuropeAid/122009/D/S/BG
SUBJECT: INVITATION TO TENDER FOR PHARE 2003/005-631.04 “Promotion of Sustainable Development and Conservation of Biodiversity in
Bulgarian-Romanian Cross Border Region” – SUPPLY OF EQUIPMENT
Location – Bulgarian/Romanian border area
Dear Sirs,
Further to your enquiry regarding the publication of the above-mentioned invitation to tender, please find enclosed the following documents, which constitute the tender dossier:
A. INSTRUCTIONS TO TENDERERS
1. SUPPLIES TO BE PROVIDED
2. TIMETABLE
3. PARTICIPATION
4. ORIGIN
5. TYPE OF CONTRACT
6. CURRENCY
7. LOTS
8. PERIOD OF VALIDITY
9. LANGUAGE OF OFFERS
10. SUBMISSION OF TENDERS
11. CONTENT OF TENDERS
12. PRICING
13. ADDITIONAL INFORMATION BEFORE THE DEADLINE FOR SUBMISSION OF TENDERS
14. CLARIFICATION MEETING / SITE VISIT
15. ALTERATION OR WITHDRAWAL OF TENDERS
16. COSTS OF PREPARING TENDERS
17. OWNERSHIP OF TENDERS
18. JOINT VENTURE OR CONSORTIUM
19. OPENING OF TENDERS
20. EVALUATION OF TENDERS
21. SIGNATURE OF THE CONTRACT AND PERFORMANCE GUARANTEE
22. TENDER GUARANTEE
23. ETHICS CLAUSES
24. CANCELLATION OF THE TENDER PROCEDURE
25. APPEALS
26. DATA PROTECTION
B. DRAFT CONTRACT AND SPECIAL CONDITIONS, INCLUDING ANNEXES
DRAFT CONTRACT
SPECIAL CONDITIONS
ANNEX I GENERAL CONDITIONS
ANNEX II TECHNICAL SPECIFICATIONS
ANNEX III TECHNICAL offer (to be tailored to the specific project)
ANNEX IV BUDGET BREAKDOWN (model financial offer)
ANNEX V FORMS
C. FURTHER INFORMATION
GLOSSARY
ADMINISTRATIVE COMPLIANCE GRID
EVALUATION GRID
D. TENDER FORM FOR A SUPPLY CONTRACT
For full information about procurement procedures please consult the Practical Guide to contract procedures for EC external actions, which can be downloaded from the following web page: http://europa.eu.int/comm/europeaid/tender/index_en.htm.
Any request for clarification must be received by the Contracting Authority in writing at least 13 days before the deadline for submission of tenders. The Contracting Authority will publish, on the EuropeAid website a reply to Tenderers' questions at least 7 days before the deadline for submission of tenders. If the Contracting Authority, either on its own initiative or in response to a request from a tenderer, provides additional information on the tender dossier, it will send such information in writing to all tenderers at the same time.
Costs incurred by the tenderer in preparing and submitting the tender proposals will not be reimbursed.
We look forward to receiving your tender and the accompanying tender guarantee at the address specified in the Instructions to Tenderers before 15th May 2006. If you decide not to submit a tender, we would be grateful if you could inform us in writing, stating the reasons for your decision.
Yours sincerely,
Stefan Gerasimov
Director DG “Phare program IA”
A. INSTRUCTIONS TO TENDERERS
PUBLICATION REF.: EuropeAid/122009/D/S/BG
In submitting a tender, the tenderer accepts in full and without restriction the special and general conditions governing this contract as the sole basis of this tendering procedure, whatever his own conditions of sale may be, which he hereby waives. Tenderers are expected to examine carefully and comply with all instructions, forms, contract provisions and specifications contained in this tender dossier. Failure to submit a tender containing all the required information and documentation within the deadline specified will lead to the rejection of the tender. No account can be taken of any reservation in the tender as regards the tender dossier; any reservation will result in the immediate rejection of the tender without further evaluation.
A glossary of the terms used here is included in Part C of this tender dossier.
1 Supplies to be provided
1.1 The subject of the contract is the delivery, installation, commissioning, training and warranty by the Contractor of the following goods:
Lot 1: GIS, GPS stations hardware and information equipment, visitor centre equipment
Lot 2: Equipment for terrain measurement and monitoring
Lot 3: Off-road vehicles including climbing equipment and aggregate
DDU (delivered duty unpaid) within 6 months after contract signature including the Provisional Acceptance to the places of acceptance of the supplies:
LF Biala; LF Razgrad; LF Tutrakan; LF Silistra; GB Karakuz Dulovo; GB Preslav-Kubrat; GB Dunav Russe; NP Russenski Lom; RFB Russe; LFS Staro Oriahovo; LFS Tsonevo; LFS Provadia; LFS Suvorovo; LFS Varna; LFS Dobrich; LFS General Toshevo; GB Sherba; GB Balcik; GB Tervel; RFB Varna
1.2 The supplies described under lots must comply fully with the technical specifications set out in the tender dossier - annex II and conform in all respects with the drawings, quantities, models, samples, measurements and other instructions.
1.3 The supplies described under the lot(s) must be accompanied by a “lot” of spare parts. Neither the unit price nor the overall price of the spare parts will figure in the evaluation of the tender. The list of spare parts must be drawn up by the tenderer in the light of his professional experience and taking account of the places of use; it must show the unit prices of the parts, calculated on the basis of Article 11.2 (below). Nevertheless, the Contracting Authority reserves the right to alter the list of spare parts; any changes will appear in the contract.
1.4 Tenderers are not authorised to tender for a variant in addition to the present tender.
2 Timetable
DATE / TIME*Clarification meeting / site visit (if any) / Not applicable / -
Deadline for request for any clarifications from the Contracting Authority / 2 May 2006 / -
Last date on which clarifications are issued by the Contracting Authority / 8 May 2006 / -
Deadline for submission of tenders / 15 May 2006 / 11 am
Tender opening session / 15 May 2006 / 2 pm
Notification of award to the successful tenderer / at most 10 days after deadline for tenders / -
Signature of the contract / at most 15 days after deadline for tenders / -
* All times are in the time zone of the country of the Contracting Authority
Provisional date
3. Participation
3.1. Participation in tendering is open on equal terms to all natural and legal persons of the Member States of the European Union, beneficiary countries of the Phare programme and countries covered by the Regulations on access to Community external assistance. These countries are Bulgaria, Romania, Turkey, Albania, Former Yugoslav Republic of Macedonia, Bosnia-Herzegovina, Croatia and Serbia-Montenegro. All works, supplies and services must originate in one or more of these countries.
3.2. These terms refer to all nationals of the said states and to all legal entities, companies or partnerships constituted under, and governed by, the civil, commercial or public law of such states and having their statutory office, central administration or principal place of business there. A legal entity, company or partnership having only its statutory office there must be engaged in an activity which has an effective and continuous link with the economy of the state concerned.
3.3. These rules apply to:
a) tenderers
b) members of a consortium
c) any subcontractors.
3.4 Natural persons, companies or undertakings meeting the conditions set out in section 2.3.3 of the Practical Guide to contract procedures for EC external actions are excluded from participation in and the award of contracts. Otherwise they risk exclusion from contracts and grants in accordance with section 2.3.5 of the Practical Guide. Tenderers or candidates who have been guilty of making false declarations will also incur financial penalties representing 10% of the total value of the contract being awarded. That rate may be increased to 20% in the event of a repeat offence within five years of the first infringement.
3.5 To be eligible for participation in this tender procedure, tenderers must prove to the satisfaction of the Contracting Authority that they comply with the necessary legal, technical and financial requirements and have the wherewithal to carry out the contract effectively.
4. Origin
4.1 Unless otherwise provided in the Special Conditions, supplies must originate in a Member State of the European Union or a country covered by the Regulations on access to Community external assistance (see article 3.1 above). The origin of the goods must be determined according to the Community Customs Code or the international agreements to which the country concerned is a signatory.
4.2. When submitting his tender, the tenderer must state expressly that all the goods meet the requirements concerning origin and must state the respective countries of origin. He may be asked to provide additional information in this connection.
5. Type of contract
Lump sum.
6. Currency
Tenders must be presented in euro.
7. Lots
7.1 The tenderer may submit a tender for one, several or all of the lots.
7.2 Each lot will form a separate contract and the quantities indicated for different lots will be indivisible. The tenderer must offer the whole of the quantity or quantities indicated for each lot. Under no circumstances must tenders for part of the quantities required be taken into consideration. If the tenderer is awarded more than one lot, a single contract may be concluded covering all those lots.
7.3 A tenderer may include in his tender the overall discount he would grant in the event of some or all of the lots for which he has submitted a tender being awarded. The discount should be clearly indicated for each lot in such a way that it can be announced during the public tender opening session.
7.4 Contracts will be awarded lot by lot, but the Contracting Authority may select the most favourable overall solution after taking account of any discounts offered.
8. Period of validity
8.1. Tenderers shall be bound by their tenders for a period of 90 days from the deadline for the submission of tenders.
8.2. In exceptional cases and prior to the expiry of the original tender validity period, the Contracting Authority may ask tenderers in writing to extend this period by 40 days. Tenderers that agree to do so will not be permitted to modify their tenders. If they refuse, their participation in the tender procedure will be terminated.
The successful tenderer will be bound by his tender for a further period of 60 days following receipt of the notification that he has been selected. The further period is added to the initial period of 90 days irrespective of the date of notification.
9. Language of offers
9.1. The offers, all correspondence and documents related to the tender exchanged by the tenderer and the Contracting Authority must be written in the language of the procedure which is English.
Supporting documents and printed literature furnished by the tenderer may be in another language, provided they are accompanied by a certified translation into the language of the procedure. For the purposes of interpretation of the tender, the language of the procedure will prevail.
10. Submission of tenders
10.1. Tenders must be received before the deadline specified in the letter of invitation to tender. They must include all the documents specified in point 11 of these Instructions and be sent to the following address:
Ministry of Regional Development and Public Works,
1202 Sofia, Bulgaria, 17-19 “Kiril and Methodi” Str.,
DG “Phare Program Implementing Agency”, room 618
Tenders must comply with the following conditions:
10.2. All tenders must be submitted in one original, marked “original”, and five copies signed in the same way as the original and marked “copy”.
10.3. All tenders must be received at the above address before the Deadline for submission of tenders, by registered letter with acknowledgement of receipt or hand-delivered against receipt signed by Head of “Tendering and Contracting” Unit or his representative.
10.4. All tenders, including annexes and all supporting documents, must be submitted in a sealed envelope bearing only:
a) the above address;
b) the reference code of this tender procedure, (i.e., EuropeAid/122009/D/S/BG);
c) the number of the lot(s) tendered for;
d) the words “Not to be opened before the tender opening session” in the
language of the tender dossier and “Да не се отваря преди откриването на тръжната сесия”.
e) the name of the tenderer.
The technical and financial offers must be placed together in a sealed envelope. The envelope should then be placed in another single sealed envelope/package, unless their volume requires a separate submission for each lot.
11. Content of tenders
All tenders submitted must comply with the requirements in the procurement notice and the tender dossier and comprise:
11.1 Part 1: Technical offer
A detailed description of the supplies tendered in conformity with the technical specifications, including:
- a proposal for training on operation of the equipment;
- Technical proposal related to warranty services of 1 year with description of time limits and conditions for response and repair.
- a list of the manufacturer's recommended spare parts and consumables;
The technical offer should be presented as per template (annex III*, the contractor’s technical offer) completed when and if necessary by separate sheets for details.
11.2 Part 2: Financial offer:
A financial offer calculated on a basis of DDP[1] (see point 12.2 as well) place(s) of acceptance for all the supplies tendered, including:
- financial proposal for training;
- financial proposal related to warranty services.
The financial proposal for spare parts and consumables for use over 1 year (with itemised pricelist) shall be presented as a separate total, not included in the financial proposal;
This financial offer should be presented as per template (annex IV - budget breakdown), and if necessary completed by separate sheets for the details.
An electronic version, in Excel, of the financial offer shall be enclosed by the Tenderers
11.3 Part 3: Documentation:
11.3.1 To be supplied in the given forms:
- The tender guarantee, for the amount as indicated in point 11 of the Procurement Notice in the form given in Annex V;
- The “Tender Form for a Supply Contract” in the form given in Part D, duly completed, including the Tenderer’s declaration, point 7, signed (from each member if a consortium);
- The details of the bank account into which payments should be made in the financial identification form (hereto enclosed in part D);
- The legal entity form (hereto enclosed in part D) and its supporting documents.